Office Manager
hace 3 días
Atlanta
Job Description MOSAIC Design + Build is a boutique residential design-build firm specializing in thoughtfully crafted renovations and additions throughout the Atlanta area. With more than 40 years in business, we have built a reputation for exceptional client service, quality craftsmanship, and a highly collaborative approach. Our close-knit team of designers, architects, project managers, construction professionals, and administrative staff works together from our office in the Chamblee area. We are seeking a proactive and organized Office Manager to support the day-to-day operations of our growing business. This role is ideal for someone who enjoys creating order, keeping things running smoothly, and serving as a central point of coordination for both our team and clients. The Office Manager will oversee a variety of administrative and operational responsibilities, which includes: Managing the day-to-day operations of the office and serving as the first point of contact for visitors, clients, and vendors • Answering and directing incoming calls and correspondence, • Coordinating calendars, scheduling meetings, and preparing meeting materials, • Supporting sales and client onboarding activities, including communication and follow-up, • Assisting with project administration, documentation, and file management, • Coordinating warranty requests and tracking their resolution, • Managing office supplies, vendor relationships, and general office organization, • Assisting with invoicing, data entry, and reporting as needed, • Supporting internal team initiatives, events, and special projects, • Identifying opportunities to improve processes and enhance overall office efficiency To be successful in this role, the ideal candidate will be highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. Strong written and verbal communication skills are essential, along with proficiency in Microsoft Word, Excel, and Google Workspace. The ability to learn new software quickly, exercise sound judgment, and work independently after training is equally important. We value individuals who are dependable, resourceful, and naturally inclined to help others succeed. Our culture is highly collaborative, and team members frequently step in to support one another when needed. The right candidate will take pride in being the steady presence behind the scenes who helps ensure our office, team, and clients have an exceptional experience. This position plays a vital role in the success of our organization by fostering an organized, welcoming, and efficient environment where both our team and clients can thrive. Primary Responsibilities Office Administration & Operations • Serve as the primary point of contact for all incoming office communications., • Answer and route incoming phone calls., • Welcome and assist visitors, clients, vendors, and trade partners., • Maintain a professional, organized, and client-ready office and showroom environment., • Manage office supplies, equipment, subscriptions, and vendor relationships., • Coordinate office maintenance, repairs, and facility needs., • Receive, distribute, and organize incoming mail, packages, and deliveries., • Maintain company filing systems, both digital and physical., • Assist with company events, meetings, celebrations, and team activities., • Coordinate conference room schedules and meeting preparations., • Manage company calendars, appointments, and administrative scheduling needs. Executive & Leadership Support • Provide administrative support to company leadership., • Prepare reports, presentations, meeting agendas, and correspondence., • Coordinate leadership meetings and maintain meeting notes when requested., • Assist with document preparation and electronic signature routing., • Track follow-up items and help ensure completion of assigned administrative tasks., • Support leadership with special projects and company initiatives. Sales & Client Experience Support • Serve as the initial point of contact for prospective clients., • Respond to inquiries and ensure timely follow-up., • Conduct preliminary lead intake and qualification., • Maintain accurate prospect and client records within JobTread and CRM systems., • Schedule consultations and confirm appointments., • Prepare client meeting materials and presentation packets., • Send thank-you notes and referral acknowledgements., • Assist with proposal, contract, and change order preparation., • Coordinate client gifts and milestone recognition throughout projects., • Support client communication efforts as directed by the sales team. Construction & Project Administration • Assist project managers with administrative coordination., • Prepare permits, applications, and supporting documentation., • Coordinate document routing and approvals., • Maintain subcontractor, vendor, and consultant records., • Track certificates of insurance, licenses, and compliance documentation., • Assist with warranty request intake and scheduling., • Maintain project-related administrative records and files., • Support project closeout documentation and client handoff materials. Accounting & Financial Administration • Assist the Bookkeeper and Director of Operations with administrative accounting functions., • Process vendor invoices and accounts payable documentation., • Assist with accounts receivable tracking and client payment communications., • Maintain organized financial records and supporting documentation., • Coordinate collection and filing of lien waivers, insurance certificates, and vendor paperwork., • Assist with timesheet collection and payroll administration., • Support monthly reporting and administrative accounting needs as directed. Note: This position supports accounting processes but is not responsible for full-cycle bookkeeping or financial statement preparation. Human Resources & Recruiting Support • Assist with recruiting coordination and candidate communications., • Schedule interviews and onboarding meetings., • Coordinate DISC assessments and pre-employment paperwork., • Assist with new hire onboarding and orientation., • Prepare employee files and maintain HR documentation., • Support employee review scheduling and performance review administration., • Help coordinate employee recognition and culture initiatives. Marketing Support • Assist with social media and marketing initiatives as needed., • Coordinate project photography scheduling., • Assist with marketing events, sponsorships, and community outreach activities., • Help maintain marketing databases and contact lists., • Support presentation preparation and promotional materials. Key Qualifications Required • 3+ years of administrative, office management, customer service, or operations support experience., • Exceptional organizational and time management skills., • Strong verbal and written communication skills., • High level of professionalism and discretion., • Proficiency with Microsoft Office Suite and Google Workspace., • Ability to manage multiple priorities simultaneously., • Strong attention to detail and follow-through., • Positive, service-oriented attitude. Preferred • Experience in residential construction, design-build, architecture, engineering, or professional services., • Experience with JobTread, Buildertrend, QuickBooks, or similar software platforms., • Recruiting, HR, or onboarding experience., • Event planning or marketing coordination experience. Success Measures A successful Office Administrator: • Creates a welcoming and professional experience for clients and visitors., • Maintains an organized and efficient office environment., • Responds promptly and professionally to inquiries., • Ensures administrative tasks are completed accurately and on time., • Maintains accurate company records and documentation., • Supports company leadership by reducing administrative burden., • Demonstrates initiative, resourcefulness, and ownership of responsibilities., • Contributes positively to company culture and team success. Core Characteristics • Organized and dependable, • Warm and professional, • Detail-oriented, • Proactive problem solver, • Adaptable and resourceful, • Team-oriented, • Customer-focused, • High integrity and confidentiality Our Culture At MOSAIC, we believe in being One Team, working collaboratively across design and construction to deliver the best results for our clients. We value: • Integrity – doing the right thing, always, • Meticulousness – every detail matters, • Collaboration – great work happens together MOSAIC Design + Build is seeking someone who thrives in a collaborative environment, enjoys helping others succeed, and takes pride in creating exceptional experiences for both clients and team members. Company DescriptionMOSAIC Design + Build is a collaborative, team-driven residential remodeling firm delivering creative, high-quality work. We operate as One Team, supporting our clients, trade partners, and each other. Based in Dunwoody, we serve Atlanta’s intown and surrounding neighborhoods. Compensation is competitive and based on experience.MOSAIC Design + Build is a collaborative, team-driven residential remodeling firm delivering creative, high-quality work. We operate as One Team, supporting our clients, trade partners, and each other. Based in Dunwoody, we serve Atlanta’s intown and surrounding neighborhoods. Compensation is competitive and based on experience.